Checklist: 10 Questions for Transport (Overtime Rates, Fuel Surcharges, and AC)
Transportation contracts for weddings contain several terms that couples frequently overlook until they are relevant: overtime provisions, fuel surcharges, gratuity policies, and vehicle substitution clauses. These questions are worth asking during the booking process, not after the invoice arrives.
The Questions
1. What vehicle will actually be provided, and what is the substitution policy? Confirm the specific vehicle make, model, year, and capacity in writing. Ask what the policy is if that vehicle is unavailable on the day due to mechanical issues and what replacement will be offered.
2. What is included in the base rate? Clarify what the contracted price covers. Some transportation packages include a set number of hours, a defined route, and one driver. Others include additional stops, extended availability, or a second vehicle. Know exactly what is and is not in the price before comparing quotes.
3. What is the overtime rate and how is it calculated? Most transportation contracts include a base service window, after which overtime is charged. Overtime rates are typically calculated in 15-minute or 30-minute increments, not by the hour. A reception that runs 30 minutes over the contracted window can add meaningful cost if the overtime rate was not reviewed in advance.
4. Is gratuity included in the contract price? Many transportation companies include a gratuity of 15 to 20% in the contract total. Others list it separately or leave it to the couple's discretion. Confirm this explicitly so your budget accounting is accurate.
5. Are there fuel surcharges or mileage fees? Some contracts include fuel surcharges, particularly for longer transfers or when fuel prices are elevated. These are sometimes listed as variable amounts to be finalized closer to the date. Confirm whether any surcharge is possible and how it will be communicated.
6. What is the driver's contact information, and who will they report to on the day? The driver needs a specific point of contact for the wedding day, typically the couple's coordinator or designated logistics person, not the couple themselves. Confirm the driver has that contact's number and knows who they are.
7. What is your experience with our specific venues? A driver who has navigated the approach to your ceremony venue and reception venue before is less likely to encounter access issues, parking confusion, or routing problems. Ask whether they are familiar with both locations.
8. What is the cancellation and rescheduling policy? Understand the timeline for cancellations, what portion of any deposit is refundable, and whether date changes are accommodated and at what cost.
9. Does the vehicle have climate control, and is it guaranteed to be functional? For outdoor summer weddings in particular, a vehicle without functional air conditioning is not a minor inconvenience. Confirm that the climate control is working in the specific vehicle contracted, not just available as a feature in that class of vehicle.
10. What is the insurance coverage on the vehicle? Commercial transportation vehicles should carry liability insurance appropriate for passenger service. This is standard practice but worth confirming, particularly when using smaller or independent operators.
A Note on Timing Confirmation
Two to three days before the wedding, confirm all transportation details with the company directly: the pickup time, pickup location, drop-off location, and driver contact information. Do not assume the booking confirmation email from months earlier is the same as the confirmed logistics for the day.
Use the Vendor Manager in The Planned Wedding to store transportation contracts and driver contact information in one place. Open the app.